MC Strategies 2008

Administrator RoundtableArchiving Lessons, Events, and

OnTrackOctober 16, 2008

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Archiving Lessons

Archiving Facilities

Discussion: Archiving Needs for Events Archiving Needs for OnTrack Requests for Future Archiving Enhancements

Wrap-up

• Need to add the same lesson to the learners lesson plan–If a lesson is already in a learner’s lesson plan the LMS will not add it again

• Need to clear old lessons from learner lesson plans–New lessons are available and you do not want the learner referring to the old lessons–New year or new leadership and you want to clear all lesson plans for a fresh start. –The lessons from prior years and no longer needed in the lesson plan.–Long list of lessons are making it difficult for learners to find what they need.

• By learner or single department–Manage E-learning page

–Use Reassign Option

• By Facility or Organization –Apps integration will perform the archive through your CS Rep and the

Archive Request form • By Modules across learners and departments

– Apps Integration through your CS rep and the Archive request form

Requires a Process:• Contact Client Services• Complete Archive Request Form• Plan the Date to do the Archive

Archiving Considerations- Have you run all your reports – get annual reports before archiving- Do you run an HR download – take the old assignment rules out so archived lessons don’t get re-assigned- Do you have any Assign later Modules? – run the report to check, and remove the archived lessons

• Define What to Archive - List modules or lessons to be archived - Need exact title or lesson name - List facility/departments - Define the date range to be used - Define which date field to use assigned date, due date, or completed date

• Define When to Archive• Define Who will Approve

Discussion: Do You Need to Archive Events? • Why archive events?

• Archive the entire course, or individual events?

• What information would you want to retrieve ?

• How would you want to retrieve report information later?

Discussion: Do You Need to Archive Events?

• Archive or Hide?

• What would you want to retrieve?

Customer Requests for EnhancementsImprove the Archive Request Form – define dates and add clarification questions.. build

into a fill-in-the-blank form; find a way for the list of modules/lessons to be easier for customer to identify rather than require copy and paste <MCS agreed to take immediate action to improve during Oct/Nov 2008)

1. Learner Transcript – Let learners see lessons on their transcripts whether they are archived or not..(Duane)… the archive message is confusing <MCS will input change control request >

2. Keep the archiving services within MCS for customer safety3. Provide a way to archive a module in addition to archiving lessons within the module

so customers could archive all lessons more quickly. <MCS will look at this for a 2009 enhancement>

4. Need to provide a way to archive Events and OnTrack and have Admin reports available <MCS will look at this for a 2009 enhancement>

Suggestions for Future Admin Roundtable Topics:Testing OptionsWorking with Groups